Questions from prospective applications with supporting answers

If two or more providers are working together as a multisite provision, do we fill in one application form or separate for each provider?

It is best to put in a separate application for each provider as this affects the number of children you would be able to accommodate for HAF under each application.

Some FSM children are sometimes not on the council list. How do we know which child to accept?

Each provider has a 80% ratio of eligible FSM children and a 20% buffer, these kids would fall into this 20% buffer. Also, how many children to register will depend on the provider generosity. HAF is aimed at the wellbeing of children and this will be up to the provider's discretion as to how many children they accept and turn away. It is also advisable to push parents towards the council booking system that will check the eligibility automatically.

Do we submit an application if we may not meet the target attendance set out by the DfE?

Submit the application and explain why you may not meet the target. The application will then be discussed further at the panel stage. 

Can two providers (one specialising in SEN and the other a mainstream provider) put a HAF application together?

It would be advisable to submit 2 separate applications as it is best not to mix SEN and non SEN providers. A joint application can also restrict numbers. However if both providers still want to apply as one and are operating from the same site, then it would be advisable to put in an application as a mid-sized club.

Do children attending need to be in a certain catchment area?

There are no catchment areas for HAF, children can apply from wherever. However, if a child applies from a location quite far away from your provision, it is best to call the parent to double check they have booked the right club and are aware of the distance they will need to travel.

What about volunteers costs as part of staffing costs? Can we pay the carer of a child if we are only using volunteers?

The costs of carers supporting their own children on the HAF programme is not included in staffing costs, however, the volunteering costs/overheads can be included as part of staffing costs.

Can you help a parent to sign in to the portal if they do not how to do this?

Yes, you can use the parent's link and help them to sign in using their details.

Do you have to have your own space to apply for HAF?

No, the location can be rented from a school, from a community centre etc as long as the location complies with statutory guidance for childcare provision (Health & Safety, Risk Assessments, safespaces etc)

Can you upsize or downsize your provision after your application?

Yes, you can downsize your provision depending on attendance numbers if you feel you would like to work with a smaller group of children. Up-sizing a provision will depend on how much funding there is available and this is not always possible.

If you are not a registered SEN provider, can you take on low level SEN children?

Yes, only the SEN registered providers should deal with complex SEN cases. A mainstream provider can take on low level SEN cases, however, the provider should not be afraid to say no, we are not able to deal with this case and signpost to relevant other providers.

We have people having accessed our provision from across the district. I am wondering if we were to put in to deliver HAF, could it be for specific LGBTQ+ young people? Or for children of LGBTQ+ parents?

Normally we don’t restrict provision, we encourage our clubs to be open for all regardless of personal preferences. Eligibility is only what the DfE set. I would say submit an application for a small club and make an adjustment in the application form for lowering the numbers. In terms of LGBTQ+, you can note this in your application form that this is the group you are choosing to/want to work with, there is no harm in you doing this. This same answer can also apply to other groups for example, those who will choose to work with hard to reach/vulnerable communities for example Rohingya, Roma etc.

What do I do if my provision is medium sized but I have more numbers than dictated by the application form?

Do not submit as a District wide application just to match the numbers. Submit as a medium sized applicant and complete the 'what else you can do' section and explain your extra potential numbers here.

During which holidays can we provide HAF?

Only during Easter, Summer and Christmas holidays. Half term holidays are not covered under this agreement.

When you list what ward you operate from, does this limit where your applications from children can come from?

No, children can apply from all over the district to join any club, the ward you are operating from is where your main holiday club base is.

Do SEN children need to be FSM to be eligible?

Eligible Children on the programme can be on benefit related FSM, benefit related FSM with SEN and non benefit FSM SEN.

Do all kids need to have a hot meal even if they are SEN?

No, the guidelines from the DfE will be based on each individual child requirements and needs, although most children will fit the general hot meals provision, those that do not, due to dietary/medical needs can be accommodated by prospective clubs.

Can you average out your numbers over the year to meet the application form criteria?

No, you need to put how many children attend in each holiday period. You can list in counter proposal what numbers you think you will achieve, if different from the set template and by not exceeding the budget value.

What if my counter proposal is higher than the funding limit?

The funding limit cannot be exceeded. If your numbers are higher than this, you have to fill in the 'what else I can do' section under each holiday period.

What do you do if children do not attend when booked?

Management of the club's day to day activities and attendance is down to the club, however, do allow for a 20% margin of error when opening your numbers for applications. For example if you are running a club for 30 children, you may wish to take on 33-36 children to account for any absences you might have.

Can you fund extra children privately or through different avenues?

Yes, this is acceptable and is down to the club's management, you make take on extra children for a fee/paid place, extra children can be paid through different funding or you can take on extra children for free if you can accommodate them.